Document Management with SAP DMS

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<p>Eric Stajda Document Management with DMS R Galileo Press Bonn . Boston</p><p>This introduction to SAP Document Management System includes its benefits and project requirements. 1 Introduction In this chapter, you'll learn what SAP Document Management System (DMS) is and how you can benefit from its implementation. You'll also learn about project complexity and the types of resources you should plan to have on your project. This chapter also reviews how this book should be used and its struc- ture to progress from simple to complex topics. Finally, in this chapter, you'll learn about the availability of SAP DMS in different releases of SAP software. 1.1 What Is SAP DMS? SAP DMS is an enterprise document management system that you can use to manage documents for your business. Surprisingly, many com- panies aren't aware this. This functionality isn't part of an add-on or an additional piece of software you must purchase from SAP. Rather, it's part of your base SAP ERP system. With a little basic knowledge of SAP DMS and its configuration, you can begin to take advantage of SAP DMS functionality in your system, such as the following: Secure storage for documents Check-in/check-out functionality Ability to classify documents for searching Linking of documents to other objects for visibility across the system Integration of Office applications for updating documents Elaborate security profiles to protect access to documents 19</p><p>1 Introduction Controlling of documents through the change management process Use of versions and revisions Full-text search across stored documents Automatic conversion of documents to neutral format for viewing and long-term storage Integration of your CAD system into SAP DMS for management of drawings and models This is a brief list of the functionalities offered by SAP DMS. In this book, you'll learn about all of these and much more. 1.2 Benefits of SAP DMS Using SAP DMS, and a document management system in general, provides many benefits. Companies and individuals generate large numbers of documents each day. These documents are the lifeblood of most compa- nies, and without them, companies can't exist. The documents may be stored on a person's laptop, kept on a shared drive, or hidden in someone's desktop drawer. People need access to these documents to make business decisions. Access to documents needs to be fast; people can't spend hours or days searching for the right information. This is where SAP DMS comes into play. Using SAP DMS, you can take all of the key business documents your company is generating and store them in one place that everyone can use as the source of information. This is a major business benefit. When implementing SAP DMS, you can expect to experience the follow- ing benefits for your business. Secure storage of documents Easy retrieval of documents Excellent search capabilities to cut down on time searching for docu- ments Controlled environment for updates to documents Complex security rules to control access 20</p><p>SAP DMS Project Complexity 1.3 Increased visibility of key documents One source and one set of rules for managing documents Reduced time and effort spent on document management Ability to maintain document history to meet legal requirements These are just a few of the possible business benefits of SAP DMS, and depending on your environment, you may have a completely different set of business challenges to solve and benefits to achieve. SAP DMS offers many benefits to all companies that own SAP software and generate documents. Implementing and using SAP DMS is therefore something every company should consider. 1.3 SAP DMS Project Complexity In general, SAP DMS projects aren't the most complex projects in the SAP world. They aren't as complex as setting up finance or manufactur- ing, for example. In fact, they are typically light in terms of configuration and transactions. The complexity of an SAP DMS project is driven by the number of different types of documents you want to manage and by the rules for each document. In a complex project, for example, you might want to manage all documents generated by your engineering, finance, and purchasing departments. Let's imagine this includes more than 300 unique types of documents. For each unique document, you have to think about rules, such as the following: How do I want to search for the document? What is its lifecycle? What are the security rules? These are just a few of the rules that need to be defined. In a simpler project, you might only want to manage documents coming from a customer and have them attached to the appropriate customer record in the SAP system. This is a simple and straightforward proj- ect because you're working on developing rules for only one type of document. As mentioned previously, project complexity increases with the number of different types of documents to be managed. 21</p><p>1 Introduction 1.4 Resources Required for a Project An SAP DMS implementation project requires a varied set of resources, including the following: Business users Business personnel must know about the rules for the documents that are being stored, such as who needs to approve a document before it becomes official. Business users will work with the SAP application consultant to map out a process for the documents being stored. SAP application consultant The SAP application consultant works with business users to define a process for each document being stored. After this process is defined, SAP application consultants map it to the SAP system and complete the SAP configuration. SAP Basis/IT infrastructure resources The SAP Basis/IT infrastructure resources set up the infrastructure components required to support SAP DMS. This includes items such as content servers, cache servers, TREX, and conversion servers. Set- ting up the infrastructure components is usually one of the first activ- ities accomplished in a project. You may have one or several of each of these resource types, depending again on the number of documents you plan to store in the system. 1.5 How to Use This Book As mentioned earlier, this book proceeds from simple to complex topics. In Chapter 2, you'll start by answering some basic business questions, such as what types of documents you want to manage, and what attri- butes are associated with these documents. Answering these questions is important because it sets you up to start thinking about how your SAP DMS implementation will function. Chapter 3 reviews how to execute basic SAP DMS transactions, and step-by-step instructions are provided. Next, in Chapter 4, you'll tackle how to configure the system. This means that you'll learn how to set up items such as document types, additional 22</p><p>A Note on the Availability of SAP DMS 1.6 attributes, and status networks. After you've completed the configuration, you can begin to use the system to store your documents. The chapters that follow take you through more advanced topics such as defining and setting up security, infrastructure requirements, and the use of BAdIs or user exits to enhance the basic functionality provided by SAP. You will note that the book includes marginal notes where relevant. An This is a example of a marginal note is located to the right in the margin. These marginal note. notes will help you quickly identify additional topics within a section. The overall goal of the book is to prepare you for the implementation and use of SAP DMS in your environment. After reading this book and learning the material, you'll not only have a thorough understanding of what SAP DMS is, but you'll also be able to configure and use it effectively. If you're a beginner with SAP DMS, it's best to proceed through the chap- ters in sequence. As mentioned previously, you'll start with the simple and move to the complex, and each chapter will build on the knowledge you gained in the one before it. Advanced chapters assume that you've understood the content in the previous chapters. More advanced readers can start with the chapters they are interested in learning about. As an example, if you understand the SAP DMS transactions and configuration activities but need information on how to set up SAP DMS security, you can go directly to the chapter that covers security. 1.6 A Note on the Availability of SAP DMS SAP DMS is available in SAP R/3 3.1 and up. This book is written based on the SAP DMS functionality available in SAP ECC 6.0, EhP 6. This is a modern release; however, you'll find most of the SAP DMS functionality described in this book available in much earlier releases of SAP R/3, such as 4.6 and 4.7. Therefore, you don't need to upgrade your system to the latest SAP release to take advantage of SAP DMS functionality. Most likely, you can start working immediately using the release you have today. If you want to take advantage of SAP Product Lifecycle Management (SAP PLM) 7.02 DMS functions, however, you'll need to have an SAP ECC 6.0 system at EhP 6. For SAP PLM 7.01, you'l need an SAP ECC 6.0 system 23</p><p>1 Introduction at EhP 5. Please refer to Chapter 8 for a full discussion of SAP PLM 7.01 and 7.02. In that chapter, we'll discuss the benefits of the new Web UI, including the addition of status management in SAP PLM 7.02. 1.7 Summary In this chapter, we've provided a brief introduction to SAP DMS. Through SAP DMS, SAP provides you with an enterprise document management system you can use without purchasing additional software. Some of the benefits of implementing SAP DMS include easy retrieval, secure stor- age, and the ability to apply complex security rules for document access. You were then given an idea of how to judge project complexity based on the number of different documents you plan to manage. You also learned about the three different types of resources required for an SAP DMS project: business users, SAP application consultants, and SAP Basis/ IT infrastructure resources. Finally, you learned how to use this book, and about the general availability of SAP DMS across SAP software releases. In Chapter 2, we'll identify questions you need to answer before starting your SAP DMS project. 24</p><p>This chapter reviews information you need to address before starting your SAP DMS project. This is the foundation to making sure your project will be successful. 2 Questions to Answer before Starting Your SAP DMS Project Before starting your SAP DMS project, there are a number of questions you need to answer and considerations that you should take into account. At this point in the process, your focus should be more on defining your requirements and goals and less on what SAP DMS can do. After you prepare a solid foundation and plan, the information can be used effec- tively when you begin configuring and using SAP DMS. Defining your requirements and goals is critical to project success. It's much easier to reach a goal efficiently with planning and insight. This chapter discusses the basic considerations you need to address before starting your SAP DMS project. 2.1 Defining Which Documents to Manage with SAP DMS The first step in your SAP DMS project is defining the documents you want to manage. On a daily basis, a business can generate thousands of documents, which make up the intellectual capital and value of that busi- ness. Some generated documents are trivial, whereas others are critical to the production and sale of products. Critical documents include CAD drawings, test reports, product specifications, product literature, and financial documents. Without these critical documents, a company can't create, purchase, or sell goods. These are the types of documents that should be managed within SAP DMS. 25</p><p>2 Questions to Answer before Starting Your SAP DMS Project If a company is using SAP software, business processes such as manufactur- ing, sales, purchasing, engineering, and finance are likely being executed and managed within the SAP system. When selecting which documents to manage within SAP DMS, you should select documents that support such business processes. Key documents are then gathered into one loca- tion where the business process is being executed. This makes the data more widely available and less difficult to find, and allows updates to be managed in a controlled manner. Example You want to manage all documents associated with the engineering change process you execute within the SAP system. Multiple documents are gener- ated and controlled through this process, and these documents should be stored within SAP DMS. 2.2 How Documents Fit Into the Overall Business Process The next important step is defining how the documents you want to manage fit into the overall business process with which they are associ- ated. Are documents created or required at certain steps in the process? With which business objects are documents associated? Map out your business in a process flow. For each step in the flow, you can identify which documents are required. You should look at what is significant about each document and what it feeds downstream or what it triggers. For example, it's a best practice that each company has a process for the development and introduction of new products. During this process, certain documents are required to move to the next phase or maturity level of the product design. If you're in the "prototype" phase of your product design, you'll need drawings released at a certain status, signify- ing that they can be used to build prototypes but not production parts. Along with the drawings, you may need documents such as specifications and finite elements analysis reports. 26</p><p>How to Search for Stored Documents 2.3 Example Imagine that you work for a company that produces bicycles. Before a bicycle can be shipped from the factory, a document describing how the bicycle should be assembled by the consumer must be stored in the system, printed, and included as part of the overall package. The assembly instructions are related to the finished good item material master for the bicycle in the SAP system and may be included as an item in the bill of materials (BOM). You might also have a business process or system check in place to make sure that the assembly instructions are stored in the SAP system before manufacturing and shipping of the bicycle can happen. 2.3 How to Search for Stored Documents With SAP DMS, you aren't just storing files or attachments. Along with the files, you're also storing attributes. Examples of standard attributes stored with each file include the following: Description Owner Responsible lab office Along with standard attributes, you can store additional attributes, which can be used to search for stored documents. For example, if you're storing CAD drawings you might want to know in which CAD application and release of the application the drawings were created. You might also want to know the size of the drawing and which customers are using it. These are a few examples of additional attributes you might want to maintain. This is an important topic, and you should make the necessary effort to define and add document attributes that are required to fulfill your search requirements. This will prevent you from creating an unstructured and unsearchable system. 27</p><p>2 Questions to Answer before Starting Your SAP DMS Project Example You plan on storing the resumes of all of your employees. When new positions or opportunities become available, you want to be able to search across the resumes to find qualified internal candidates, using the following attributes: Employee location Salary category (hourly, salaried) Willing to relocate Skill set Languages spoken Education level Searching on these attributes will return a list of resumes that match the selection criteria. 2.4 Define the Lifecycle of Documents Each document can have a lifecycle of its own. Think of a lifecycle as the time from which the document was created to when it becomes obsolete. Steps in between can include times when the document is in one of the following states: In work Pending approval Approved Released At each step of the lifecycle, the SAP system can be configured to act in a certain way or perform certain actions, such as sending notifications when a document reaches the released state. Example When a document is in the released state, you can specify that no further updates can be made to the document without creating a new version. The released version remains as history in the system. Imagine that the released version relates to a certain design or release level of a product you are build- ing. Because it remains as history in the system, you can always track back to the documentation that was used to build the product at that specific design or release level. 28</p><p>A Formal Approval Process 2.6 2.5 The Change Control Process Another item you need to address and plan for before implementing SAP DMS is the change control process. That is, for documents being stored, you need to determine whether updates are controlled through a change control process. A change control process can involve controlling changes to a document through the SAP Engineering Change Management in the SAP system. This is a formal and rigorous process that can include cap- turing a reason for changes, elements of workflow, and required digital signatures for release. A formal change control process provides you with a complete history of when and why a document was updated, which is important for documents that are critical to business operation. Example Let's take the case of CAD drawings again. Manufacturing depends on these drawings to build the product in a correct manner. If there is no change process in place for these drawings, someone could update them at will and never communicate the changes. As a result, the engineering group might have one idea of how the product looks, and manufacturing might have another, differ- ent idea. A business can't operate in such a manner for any amount of time. 2.6 A Formal Approval Process Before a document can become an official released version, it may have to go through a formal approval process. Typically, documents that are critical to the design and manufacturing of a product, such as CAD draw- ings, specifications, and design failure mode effects analysis, go through a formal approval process. This process can be facilitated through a workflow process and might require a digital signature. With a digital signature, the user is required to input a user name and password or other type of security information to validate that the user is signing off on or approving the document. The result of the formal approval is a released version of the document with a record of who approved it. Any further changes to the document can be made only by creating a new version. 29</p><p>2 Questions to Answer before Starting Your SAP DMS Project Workflow process Example When a document reaches the Review status, a workflow process is started that sends a workflow notification to a reviewer. The reviewer reviews the document and decides if it should be released or sent back for rework. If the person decides that the document needs rework, he puts the document back into a status of "In Work" and provides the appropriate commentary back to the person who requested the review. If approved, the document is set to a status of "Released" and is locked to prevent further change. For additional changes to the document, a new version must be created. The released ver- sion remains in the system as history. 2.7 Identify Business Roles and Mapping You need to make an effort to identify the different business roles that will be interacting with SAP DMS. This role mapping allows connections to process activities and which roles are connected to what people (and jobs) in the "to-be" process. Map the following to each identified role: Activities they will carry out Number of individuals in each role Where the individuals reside (if you have several business locations) Training they will require Identifying the roles allows you to build a complete use case for SAP DMS that goes beyond just looking at a simple set of transaction codes. 2.8 Security Requirements Next, you need to address security requirements for each document. Consider the following questions: What roles in the business are allowed to change each document? Does the document status need to be taken into consideration? When a document is in In Work status, should a select group be able to view it? 30</p><p>Defining Which Type of Application Files to Store 2.9 When the document is released, should it be opened for everyone to view? For example, all CAD drawings are viewable by everyone after they are released for production. A "released for production" design means that the manufacturing group is building a production product and that product is being sold to the consumer. Therefore, the design can be deconstructed and analyzed. Before a design is released for production, while in a "prototype" or "early development" stage, only the project team that is working on the design has access to view or change the drawings. This reduces the possibility of design secrets getting out before the product is released. The SAP system provides a complex set of conditions you can use to con- trol access to documents. Several conditions can be combined, including document type, status, and authorization group assigned to the document. Tip You can set up SAP DMS that, for example, only a person in the role of Document Control under project F1100 can view documents that are in a status of "Pending Review." After this is done, no other roles will have access. 2.9 Defining Which Type of Application Files to Store Defining the type of application files to be stored within SAP DMS is important. The term application file is defined as the output file of a spe- cific application. Sample applications include Microsoft Word, Excel, and PowerPoint. Each application can be configured in the SAP system to behave in a certain manner when an associated file is launched for display or change. To define the appropriate application file types, take a look around your business and see what applications are being used. Most likely, it's a basic set of applications. The SAP system doesn't restrict the type of application files that can be stored. Therefore, you can store the output of just about any application in SAP DMS. 31</p><p>2 Questions to Answer before Starting Your SAP DMS Project 2.10 Document Numbering Document numbering needs to be covered during every SAP DMS project. Companies have adopted various number schemes for differing reasons. In some cases, companies are using intelligent number schemes, where specific elements of the document number have specific meanings, are human readable, and may have developed out of a lack of having a computer-based system for managing documents. Some companies will have adapted to the idea that numbers have no meaning and are just numbers used to identify the document. In relation to SAP DMS, you need to think about how document numbers will be utilized. Every document stored in SAP DMS will be assigned a number as a system requirement. SAP DMS supports assigning internally generated sequential numbers to documents. SAP DMS also supports assigning an external number, which means that it can support intelligent document numbers if required. An external number may be alphanumeric, while internal numbers are purely numeric. Best Practice When doing implementations, we recommend using an internally generated number for documents as a best practice. Following this practice matches best with how the SAP system functions and limits user input. 2.11 Change History Requirements SAP DMS keeps excellent track of all changes being made to documents stored within the system, including but not limited to, updates to attri- butes, when object links change, description changes, status changes, and each time a file check-in/check-out occurs. You will want to define your very specific change history requirements to make sure SAP is capturing everything required for your specific use case. As an example, you might consider having a requirement to record each time someone views a document. Some industries have additional audit requirements, in which the SAP change records may need to be extended. The process of extending the change records can be accomplished via enhancements using standard delivered SAP Business Add-Ins (BAdIs). 32</p><p>Versions and Revisions 2.12 Example Company A makes military goods. Documents related to its product designs are stored in SAP DMS. Due to legal requirements, any time a user changes a document, who changed the document and when must be recorded. The change record in SAP DMS captures this information as part of the standard change record. 2.12 Versions and Revisions A version in SAP DMS is defined as a separate instance of a document information record that has its own status, such as In Work or Released. It is a snapshot in time. A revision level is assigned to a document version and is associated with a release state. It's usually used as a representation of a major change. For each document, you can store multiple versions. With each version, you can assign a revision identifier. It's important to clarify what these terms mean to your business because they can become confusing. When you start to work with the system and start to speak of versions and revisions, each person may have a different picture in mind because, at times, the terms are interchangeable. For example, you might create a document and store it in SAP DMS. On Version and storing, an initial version of 00 is assigned to the document. Let's say revision example you then decide that you want to save your work as a snapshot at version 00. To do so, you can create a new version of the document, to which version 01 is assigned. When your work on version 01 of the document is complete, you want to release this as an official revision of the docu- ment. You can release the document through a change control process that associates revision A to version 01. The "revision" indicator identifies to your business users that the document is an officially released document. Further changes will be made to version 02 of the document, and it may take many additional versions until a revision B is created. 33</p><p>2 Questions to Answer before Starting Your SAP DMS Project 2.13 Management of Content Versions Within a specific version of a stored document, SAP DMS has the capa- bility to store content versions of the files stored. A content version for a file is created each time the user checks in a file after a check-out. This allows for a complete history of updates made to the file. The system enables you to activate an earlier version of a file if required. This is a nice function if a later version has become corrupted or you've decided to go back to an earlier version. This feature allows you to also meet cases where by law or for liability, you're required to manage a complete history of file updates. 2.14 Searching and Maintenance in Multiple Languages You should also consider whether you'll need to maintain certain attri- butes, such as "description," in multiple languages. This requirement is not uncommon in large companies that have locations and employees across the globe with business transactions performed in multiple languages. For such situations, the SAP system provides you with the capability to maintain entry, display, and searching of attributes in multiple languages. It is a good idea to plan for this up front because you'll need to take this into consideration when configuring the SAP system. 2.15 Full-Text Search Requirements TREX Beyond basic searching on attributes (e.g., description, status, owner), SAP DMS offers you the capability to perform full-text searches on stored documents. As part of its overall capabilities, SAP NetWeaver Search and Classification (colloquially known as TREX) allows you to create a full- text searchable index of all documents stored within SAP DMS. Full-text searching capability is popular among users because it allows them to easily search across all stored documents with keywords. An additional advantage with full-text search is that TREX searching is much faster than a database search. 34</p><p>Stored Document Volume and Size 2.16 Example Due to a product change, you need to find all documents that reference part # "P100". As part of the basic SAP DMS search transaction, you can enter a search term of "P100", and all indexed documents with "P100" referenced will be returned. 2.16 Stored Document Volume and Size Having an idea of the volume of documents to be stored is helpful because the infrastructure, and specifically the content server, will need to be sized differently to support, for example, 10 thousand versus 10 million documents. Also, understanding the average size of files being stored will help with network sizing. Document consumers will likely exist in a number of different geographic locations. Depending on where content servers are located, users viewing or changing documents stored in SAP DMS will be accessing files across a wide area network (WAN), which will impact the network's usage and sizing. Example At your company, the creators of CAD data are located in the Detroit office, where the content server is also located. The CAD data can be between 10MB and 35MB per file. Individuals using the CAD data are located across the globe, in Europe and Asia. Each time an individual from Europe or Asia views the CAD data, it's accessed across the WAN and downloaded to the local PC. Because the files are very large, this can have a major impact on WAN utilization and on the time the user spends waiting for the document. To address this, you can install a cache server at the different remote locations. Data is then cached at the remote site the first time it is viewed. Additional requests by individuals at the remote location will first go to the cache server to see if documents can be accessed there; only if this is not possible, will the requests go to the remote content server. If files can be pulled from the cache server, response times for delivering the files to users will be quicker, thereby decreasing the impact on the WAN's performance. 35</p><p>2 Questions to Answer before Starting Your SAP DMS Project 2.17 Locations for Document Creators versus Consumers It's also best to identify the different geographic locations of creators and consumers of documents. A creator is someone who generates and stores documents in the system. A consumer is someone who searches for documents and displays them. If there are a large number of document creators at a specific location, such as at an engineering center, the site may require the installation of a local content server. At locations with a high number of document consumers, such as manufacturing plants, it might be beneficial to install a cache server. Following these two concepts will help decrease the impact on the performance of your WAN. 2.18 Document Retention Requirements Document retention requirements define how long a document should be stored or be available based on business and legal requirements. Therefore, you need to review what your retention requirements are per document. For example, in the construction industry, it's considered a best practice to retain all construction drawings and specifications for an indefinite period. Also, studies and reports that relate to a building's design must be maintained indefinitely. Retention periods It's also best to address how a document should be handled after the retention period has passed. That is, you need to decide whether it should be archived or deleted. Considering document retention requirements is important mainly because the system must support the legal requirements of the business. If a lawsuit is brought forward against your company, you must be able to produce documents that support your case. In the case of product liability lawsuits, not being able to produce proper documenta- tion can lead to catastrophic results. 36</p><p>Interface with External Systems 2.20 Example Your company has decided to keep all CAD data related to a product's design for a total of 15 years after the start of the product's production. When this period has been passed, all CAD data will be deleted from the system if the product is no longer being manufactured. To accomplish this, a process runs daily in the SAP system to see if any documents have passed the retention period. If so, they are marked for deletion. Then, using a different process, documents are permanently deleted from the system. 2.19 Conversion to Neutral Format for Long-Term Retention For long-term retention, documents can be converted from their origi- nal application file format to a neutral file format such as TIF or PDF. If document retention requirements state that a document should be kept for the next 20 years, it's almost certain that the application the file was originally created in will no longer function at that point in the future. "Neutral" file formats such as TIF and PDF help solve this problem. Example On the release of product and packaging specifications stored in SAP DMS, all associated files are converted from the original Word format to the PDF format. This conversion is carried out automatically by the SAP system when the status of "Released" is reached. The trigger for the conversion is controlled through the SAP Implementation Guide (IMG) configuration and carried out on a conversion server, which is a component of the SAP Knowledge Provider. 2.20 Interface with External Systems If you'll need to interface to any external systems to pull documents from or push documents to, SAP has a robust interfacing-facing technology, including SAP NetWeaver Process Integration (SAP NetWeaver PI), to support both options. This is an important consideration as you plan the correct infrastructure components to support such an interface. 37</p><p>2 Questions to Answer before Starting Your SAP DMS Project Example As part of controlled change process, specific documents are released in Sys- tem A. These documents also need to be stored in SAP DMS for consumption by users in SAP. During the release process in System A, a message is sent from System A to SAP NetWeaver PI where the message is transformed and forwarded to the related SAP system. When the message is received in SAP, a document record is created in SAP DMS with the original file attached. 2.21 Data Migration Requirements As part of your project, you'll likely have documents that need to be migrated from an external location into SAP DMS. Consider the follow- ing questions when planning your data migration: Where is the current location of the documents to be migrated? How many documents will be migrated? What is the average size of each file to be migrated? Which attributes will be migrated with each file? Are there relationships between files that need to be built as part of the migration? Will only the current version of a document be migrated or will all historical versions be migrated? (Try to spend time determining the value of historical versions before migrating everything.) If documents are stored in a legacy system, how will documents and attribute data be extracted? What are the validation procedures to confirm that documents are coming into SAP DMS correctly? Planning your data migration is a crucial step to having a successful SAP DMS project. Answering the preceding questions can help you get a good grasp of the complexity of the migration and plan accordingly. 38</p><p>Organizational Change Impact 2.23 2.22 Training You must consider how training will be carried out and how you might tailor it to different groups of users. For example, you may have some users who just need to log in to the system and display documents. Their training will be relatively simple in comparison to an administrator type role. The administrator might be responsible for creating, changing, and deleting documents, which requires additional training time. For training methodology, consider what will be handled in classroom training, online training, or possibly prerecorded training. Classroom training is the most likely delivery method as the complexity of the activities to perform increases. Tip In an earlier section of this chapter, we asked that you start to think about high-level roles. You can use these roles as a starting point for mapping train- ing requirements. 2.23 Organizational Change Impact Now, take time to look at the organizational change management (OCM) aspects of implementing SAP DMS. When implementing SAP DMS, activi- ties that individuals currently do will surely change, and new respon- sibilities and tasks will be created. The goal here is to document these activities and how they impact individuals. Some of the benefits of OCM include the following: Change is identified early in the process. Roles and responsibility changes are communicated earlier in the pro- cess. The surprise factor is removed because individuals know what to expect. Individuals have more time to prepare for change. Risks can be identified early, allowing for overall project risk to be reduced. 39</p><p>2 Questions to Answer before Starting Your SAP DMS Project Example Company A has a process where an individual receives released documents from the Engineering group via email and then logs into a system to store the released file. In the future, the Engineering group will directly log in to the SAP system and store the released files. In this case, the individual who was receiv- ing the documents via email can now focus on more value-added activities. 2.24 Summary In this chapter, we've reviewed important issues you need to address before an SAP DMS implementation. It's important that you define your goals and prepare for moving into the next steps of your SAP DMS project: using and configuring the system. You should have answers to the following questions: What documents do you want to manage with SAP? How do documents fit in to the overall business process? How do you want to search for documents? What is the change control process? Is there a formal approval process? Which business roles are involved in the process? What are the security requirements? What type of application files will be stored? Do you have any special requirements around document numbering? Will you use internal or external numbering? Are there any special change history requirements? How are versions and revisions used in your business? Will you maintain content versions for stored files? Do you need to support searching and maintenance in multiple lan- guages? Do you need to enable full-text searching capabilities? What is the volume and size of documents to be stored? 40</p><p>Summary 2.24 Are there document retention requirements? Do documents need to be converted to a neutral format for long-term retention? Will you be interfacing with external systems? What are the data migration requirements? Who needs to be trained? What training methodology do you expect to use? How will implementing SAP DMS impact your organization? The more clearly you can answer these questions, the more successful your project will be in the long run. Next, in Chapter 3, you'll learn how to execute basic SAP DMS transac- tions and other functions. 41</p><p>This chapter presents instructions you need to execute SAP DMS and other related transactions. 3 SAP DMS Step-by-Step Instructions In this chapter you'll learn how to execute SAP DMS and related trans- actions for creating, changing, displaying, and searching for document information records. You'll also learn about ancillary transactions such as the Product Structure Browser and Classification Search. It's important to have a good understanding of how the transactions covered in this chapter operate before proceeding with the configuration activity. Spending time executing these transactions will make learning and understanding the configuration process much easier. 3.1 SAP DMS Transactions Table 3.1 lists the SAP DMS and related transactions that will be dem- onstrated in this chapter. You'll be given step-by-step instructions for executing each transaction. These are the main transactions you need to focus on learning for the proper configuration of SAP DMS. SAP Transaction Description CV01N Create Document CV02N Change Document CV03N Display Document CV04N Find Document CC04 Product Structure Browser CL30N Find Document In Class Table 3.1 SAP DMS and Related Transactions 43</p><p>3 SAP DMS Step-by-Step Instructions 3.2 Transaction CV01N: Creating a Document Information Record The first thing you'll learn in this chapter is how to create a document information record. This is the beginning of creating an SAP DMS system; all other actions follow this action. By creating the record, you're initiat- ing the record in the system, after which you can carry out the display and change actions, as well as many other actions. 3.2.1 Execute Transaction CV01N (Create Document) On the initial screen, the first item you need to concern yourself with is selecting the document type. For this exercise, select DOCUMENT TYPE DRW (Eng./Des. Drawing), which is the standard document type deliv- ered by SAP. The document type is a high-level classification of what type of document you'll be creating. It drives items such as status network, additional attributes, security, and other rules. Document Edit Goto Extras Environment Originals System Help Create Document: Initial Screen H Select Document via Document Document Type DRW Document Part 000 Document version 00 Template Document Document Part Document version Figure 3.1 Transaction Initial Screen As shown in the screen in Figure 3.1, you can also enter a DOCUMENT NUMBER, DOCUMENT PART, and DOCUMENT VERSION. However, for this exercise, don't enter any values into these fields. The SAP system will 44</p><p>Transaction CV01N: Creating a Document Information Record 3.2 automatically assign correct values based on how this document type is configured. This configuration will be explained in Chapter 4, which discusses how to configure SAP DMS. When you've entered the DOCUMENT TYPE, press Enter to move to the next screen. 3.2.2 Fill Out Relevant Fields on the Document Data Tab You must now fill out the following relevant fields on the DOCUMENT DATA tab of the document information record: DESCRIPTION, LAB OFFICE, CHANGE NUMBER, and AUTHORIZATION GROUP. A short description of each field on this tab is provided in Table 3.2. Field Description DESCRIPTION A short description of the document information record. DOCUMENT STATUS The current status of the document information record. When configuring a document type, an initial document status will usually be set. In this case, it's WR (WORK REQUEST). CM RELEVANCE Indicates if the object is controlled by Configuration Management. USER The person responsible for the document information record. LAB OFFICE The office or area of the business to which the document information record belongs. CHANGE NUMBER If the document is under change control, the number of the engineering change master is entered here. AUTHORIZATION GROUP The authorization group to which the document belongs. This field helps drive security. SUPERIOR DOCUMENT Helps determine a hierarchy. When assigned, you can display a simple document structure. ORIGINALS Area where you attach original files to the document information record. Table 3.2 Description of Fields on the Document Data Tab 45</p><p>3 SAP DMS Step-by-Step Instructions For this exercise, enter a DESCRIPTION and select a LAB OFFICE. Leave the other fields in the DOCUMENT DATA and SUPERIOR DOCUMENT areas as they are. Adding Long Text In this example, we're entering a short description for the document informa- tion record. You can enter a longer description by clicking on the CREATE LONG TEXT button next to the DESCRIPTION field. This lets you enter an unlimited amount of text that describes the document information record. 3.2.3 Add an Original File Next, you need to add an original file to the document information record by clicking on either the CREATE ORIGINAL or OPEN ORIGINAL button on the ORIGINALS toolbar, as circled in Figure 3.2. Select a Word file, Excel file, or a text file from your desktop. After you select a file, you'll be asked to associate it to an application. If you selected a Word file, you'll want to associate it to the application type DOC or WRD. The application controls how the file is changed or displayed. Originals Appl. Application Storage Cat. File Name WRD Microsoft Word DMS_C1_ST How To Attach A Docu Figure 3.2 Adding Original Files 3.2.4 Check in an Original File When you check in an original file to secure storage, it's stored back into the SAP database. As shown in Figure 3.3, you can click on the CHECK IN ORIG. button on the ORIGINALS toolbar. On the screen that appears, you need to select SAP DB as the storage data. Next, you need to select a storage category of SAP-SYSTEM. After making your selections, click on the green checkmark button to continue. You'll notice that the padlock symbol next to the original file is closed. This signifies that the file needs to be 46</p><p>Transaction CV01N: Creating a Document Information Record 3.2 checked in. The actual movement of the file from your local system to the secure storage occurs when you save the document information record. Document Edit Goto Extras Environment Originals System Help H Change Document: Basic Data Eng. Specs/Reports (ZSR) Status Log Classification Document Document 19463 Part 000 Version 00 Deletion Flag Document Structure Document Data Addnl Data Descriptions Reviewers/Approvers Object Links Originals Document Document Data Description General Drawing PC Document Status IW In Work Not Released User LUS00035 Eric Stajda Lab/Office 001 Laboratory 1 Change Number Valid From Authorization Group Originals Appl. Application Storage Cat. File Name JPG JPEG DMS_C1_ST download.jpg Figure 3.3 Document Data Tab Completed 3.2.5 Fill Out Attributes on the Addnl Data Tab The ADDNL DATA tab contains attributes that help further define the docu- ment information record. The attributes appear on this tab because of the association of a default class to the document type during configuration. The class is defined using the SAP Classification System functionality and contains a definition for each attribute, including values and whether a specific attribute is required. Further information on setting up a class will be covered in Chapter 4. The additional attributes are important because they are used to later search for the document information record. One of the key goals of having a document management system is the ability to search and locate 47</p><p>3 SAP DMS Step-by-Step Instructions documents quickly. A good deal of effort should be put into defining what additional attributes a user will be required to populate. DRW attributes For this exercise, the document type DRW has three additional attributes: FORM SIZE DATA CARRIER LINE NUMBER Select a value from the value list associated with each attribute, "AO", "Paper", and "ACME", as shown in Figure 3.4. Document Edit Goto Extras Environment Originals System Help ? Display Document: Basic Data Engin/Des. Drawing (DRW) Status Log Classification Document Document 55555559216 Part 000 Version 00 Deletion Flag Document Structure CAD Indicator Hierarchy Document Data Addnl Data Object Links Originals Document Browser Authorizations DRW Class Form Size AO Data Carrier PAPER Line Number ACME Figure 3.4 Addnl Data Tab Filled Out 3.2.6 Add a Language-Dependent Description You can maintain multiple language-dependent descriptions for the docu- ment information record. If a user logs in to the SAP GUI with a different language, for example, French, the document information record descrip- tion will appear in French, if it's maintained. 48</p><p>Transaction CV01N: Creating a Document Information Record 3.2 Language-dependent descriptions are maintained on the DESCRIPTIONS tab. For this exercise, select this tab, and enter the French description for the document information record by selecting the language FR and entering the description "Moi Document", as shown in Figure 3.5. Document Edit Goto Extras Environment Originals System Help 1 | Change Document: Basic Data Engin/Des. Drawing (DRW) Status Log Classification Document Document 55555559216 Part 000 Version 00 Deletion Flag Document Structure CAD Indicator Hierarchy Document Data Addnl Data Descriptions Object Links Originals Document Browser Language Description EN My Test Document FR Moi Document Figure 3.5 French Language-Dependent Description Added 3.2.7 Link the New Document to Another SAP Object On the OBJECT LINKS tab, you can link a document information record to another object or record in the SAP system. Using object links is impor- tant because they allow you to connect a document information record to the supporting business object, which helps cut down on time spent searching for the relevant documentation. Example A customer has sent a set of documents that defines the requirements associ- ated with bidding on projects and doing business together. These documents will be stored in SAP DMS. When they are stored, each document should be linked to the SAP customer record for that customer to make each document accessible from the SAP customer record. Therefore, employees looking at this record won't need to do a lot of searching to find documents that list requirements for bidding on projects and doing business with this customer. 49</p><p>3 SAP DMS Step-by-Step Instructions Table 3.3 shows the object links that are possible with document type "DRW." Defining which objects a document record can be linked to will be covered in Chapter 4. Object Links to Other SAP Objects ASSET MASTER GENERAL NOTIFICATION PRODUCTION VERSIONS BOM HEADER HR MASTER LINK PURCHASE ORDER ITEM BOM ITEM IPPE VARIANT PURCHASE REQ. ITEM CHANGE NUMBER MATERIAL MASTER QUALITY NOTIFICATION CLAIM MEASURING POINTS REFERENCE LOCATION CLASS NETWORK ACTIVITY SALES DOCUMENT ITEM CPROJECTS ELEMENT OBJECT LINK SAP-EIS:MASTER DATA CUSTOMER PLANT MATERIAL VENDOR DOCUMENT PPE NODE WBS ELEMENT INFORMATION RECORD EQUIPMENT MASTER PROD. RESOURCE/TOOL FUNCTIONAL LOCATION PRODUCTION ORDER Table 3.3 Object Links Possible with Document Type "DRW" Document When you link a document information record to another SAP object, information that document information record becomes visible in the correspond- records ing transactions for that object. As illustrated in Figure 3.6, you link the document information record you're creating to a material master. To do this, on the OBJECT LINKS tab, select the MATERIAL MASTER tab. In the MATERIAL field, search for a material to link to. Any material master will do for this demonstration. In Figure 3.6, we've linked MATERIAL MASTER 50000402. After the document information record is saved, you can open the linked material master through the Transaction MM02 (Change Material) and see the link between the document information record and the material master (see Figure 3.7). 50</p><p>Transaction CV01N: Creating a Document Information Record 3.2 Document Edit Goto Extras Environment Originals System Help Change Document: Basic Data Engin/Des. Drawing (DRW) Status Log Classification Subscribe/Unsubscribe Document Document 55555559216 Part 000 Version 00 Deletion Flag Document Structure CAD Indicator Hierarchy Document Data Addnl Data Descriptions Object Links Originals Document Browser Authorizations General Notification Lease Maintenance Notific. Material Component Material Master Measuring Points Material Desc. 50000402 Hard Drive 800GB Raid Figure 3.6 Document Information Record Linked to Material Master 3007-05 Material Edit Goto Environment System Help a Display Material 50000402 (Semifinished Product) Main data Additional EANs Document Data Basic Data Text Inspection Text Intern Material 50000402 Linked Documents Current version Al versions Ty. Document DPt Vr Description DRW 55555559216 000 00 My Test Document Figure 3.7 The Object Link from the Material Master 51</p><p>3 SAP DMS Step-by-Step Instructions 3.2.8 Save the Document Information Record At this point, all of the required data has been entered for the document information record. You can now save the document information by clicking on the SAVE icon. Saving will initiate multiple actions: 1. Original files associated during the creation process will be moved from the local system into the SAP system. 2. A document number, part, and version will be assigned to the docu- ment information record. On saving, as shown in Figure 3.8, you're returned to the initial creation screen showing the assigned document number, type, part, and version. Document Edit Goto Extras Environment Originals System Help Create Document: Initial Screen Select Document via Document 55555559216 Document Type DRW Document Part 000 Document version 00 Figure 3.8 A Saved Document Information Record with Number, Type, Part, and Version Assigned The creation process is now complete, and the document information record has been created in the SAP system. You can now move on to the change process. 3.3 Transaction CV02N: Changing a Document Information Record Using Transaction CV02N (Change Document), you can now change the document information record you created earlier. Actions performed when changing a document information record can include the following: 52</p><p>Transaction CV02N: Changing a Document Information Record 3.3 Update basic or additional attributes Change the document status Add additional objects links Create a new version of the document information record Change an original file Add another original file You'll learn how to perform all of these actions using the step-by-step instructions that follow. 3.3.1 Execute Transaction CV02N (Change Document) On the initial screen of Transaction CV02N (Change Document), select the document you want to change. For this exercise, use the document information record you created previously, and enter the document number, type, part, and version. If you don't remember the document number, use the PROCESSED DOCUMENTS button, circled in the toolbar in Figure 3.9, to locate document information records that you've previ- ously worked on. Document Edit Goto Extras Environment Originals System Help a ? Change Document: Initial Screen Select Document via Document 55555559216 Document Type DRW Document Part 000 Document version 00 Figure 3.9 Selecting a Document Information Record to Change using the Processed Documents Button After you specify the document number, type, part, and version, press Enter to open the document information record in change mode. 53</p><p>3 SAP DMS Step-by-Step Instructions 3.3.2 Update the Description Field and Lab Office With the document information record in change mode, you can now make changes. For this exercise, update the DESCRIPTION field, and change the LAB/OFFICE to which the document information record belongs. All changes made are recorded in the change history of the document information record. Displaying the change history will be covered later in Section 3.4.3, when we look at executing the transaction to display a document information record. 3.3.3 Change the Status of the Document Information Record The current status of your document is WR or WORK REQUEST. Change the document status to IW or IN WORK. To do this, select the DOCUMENT STATUS field, and execute the search help (press F4 ). As shown in Figure 3.10, the list of statuses that can be set appears. From the list, select IW. When setting this status, a screen will pop up asking you to make a status log entry. This short description to document the status change is recorded in the status log and is accessible by clicking on the STATUS LOG button. Document Edit Goto Extras Environment Originals System Help H ? Change Document: Basic Data Engin/Des. Drawing (DRW) Status Log Classification Subscribe/Unsubscribe Document Document 55555559216 Part 000 Version 00 Deletion Flag Document Structure CAD Indicator Hierarchy Document Status (1) 3 Entries found Document Data Addnl Data Description Restrictions ent Browser Document Data H Description My Test Document S Status t ST Document Status WR Work Request AR Archived A CM Relevnce 1 IW In Work User LUS00035 Eric RJ Rejected Lab/Office Change Number Valid Authorization Group Figure 3.10 Selecting the Document Status 54</p><p>Transaction CV02N: Changing a Document Information Record 3.3 The document status represents where the document is at in its status Document status network. A status network represents the lifecycle of the document infor- mation record. Each document type can have its own associated status network. Setting up a status network is covered in Chapter 4. 3.3.4 Add Object Links When changing a document information record, you can add object links. For this exercise, link the document information record to a second material master. Or, if your system has customer information, link it to a customer. This demonstrates that it's possible to include additional object links, which is useful when the document information record is related to many different objects because it makes the related document information record visible on those objects. Save the Document Information Record All changes to be made to the document information record are now complete. Save the document information record. You'll be returned to the main screen of the change document transaction. 3.3.6 Create a New Version of the Document Information Record To demonstrate another key capability, you'll now create a new version of the document information record: version "01". Version "00" will remain as it was last saved, and because it isn't released or locked, it's still possible to make changes to this version. The important concept to understand is that you now have two versions of the document information record. The document information records are still related, but each version can have its own original files, settings for attributes, and objects links. To create a new version of the document information record, click on the NEW VERSION button circled in Figure 3.11. You'll be prompted to confirm that you want to create the new version based on version Click on the CONTINUE button. You'll then be asked if you want to also copy the object links. This means that the new version will be linked to the same object as version Confirm that you want to copy the objects 55</p><p>3 SAP DMS Step-by-Step Instructions links. You'll then be placed into change mode for version 01 of the docu- ment information record. Document Edit Goto Extras Environment Originals System Help | ? Create Document: Initial Screen Select Document via Document 55555559216 Document Type New Version Document Part 000 Document version i New version copied from DRW 55555559216 000 00 Template Document Document Part Continue Cancel i Info Document version Figure 3.11 Creating a New Version of a Document Information Record 3.3.7 Check Out the Original File Associated with the New Version Another important concept is changing an original file associated with a document information record. When you created the document informa- tion record, you associated an original Word, Excel, or other type of file. When the new version of the document information record was created, the original files were also copied to the new version. You'll now make changes to the original file associated with version 01 of the document information record. Afterward, you should take a look at the original file associated with version 00 of the document information record and note how they differ. The version 00 original files won't have the changes you made to the original files in version 01. To change an original file, highlight the file in the ORIGINALS area of the DOCUMENT DATA tab, and click on the CHANGE ORIGINAL button, as circled in Figure 3.12. 56</p><p>Transaction CV02N: Changing a Document Information Record 3.3 Originals Appl. Application Storage Cat. File Name WRD Microsoft Word DMS_C1_ST How To Attach A Docu Figure 3.12 Selecting the Original File You'll be prompted to provide a location on your local system where the Check-out original file will be checked out to, as shown in Figure 3.13. The default locations path is where the original file was checked in from, but you can specify a different path. After the check-out location has been selected, click on the CONTINUE button. The file is then opened in the appropriate application for updating. For this exercise, if your original file is a Word file, Word opens, and you can make your changes. Change Document: Basic Data Engin/Des. Drawing (DRW) File Name Data Carrier Original To Attach A Document To A. Figure 3.13 Selecting a Local Storage Location for the Check-Out File For now, updates you're making are on a local copy of the original file. Other users can still access the original file to display it. When they do so, they access the latest copy that was stored in the SAP system. They can also see that the file is out for modification; the padlock icon is unlocked when a file is checked out, as shown in Figure 3.14. Originals Appl. Application Storage Cat. File Name WRD Microsoft Word DMS_C1_ST How To Attach A Docu Figure 3.14 The Unlocked Padlock Icon When an Original File Is Checked Out 57</p><p>3 SAP DMS Step-by-Step Instructions Make your updates to the original file and save. Close the application in which you were making changes. 3.3.8 Check in the Original File after Changes After completing your changes, you need to check the original file back in. This moves the original file, with changes, from your local system back into the secure storage, making the updates you made accessible to other users. When you checked out the original file for change, the system exited you from change mode on the document information record. To check in the original file, you need to open the document information record in change mode again. To check in the original file, highlight the original file, and click on the CHECK IN ORIG. button, as shown in Figure 3.15. After doing so, the padlock icon will once again lock, and the storage category will be populated. The actual movement of the file from your local system to the secure storage occurs when you save the document information record. Originals Appl. Application Storage Cat. File Name WRD Microsoft Word DMS_C1_ST How To Attach A Docu Figure 3.15 Check in the Original File after Making Changes 3.3.9 Add Another Original File to the New Version You can have multiple original files associated with a document infor- mation record. To demonstrate this, open version 01 of the document information record you've been working on, and add another original file. Save the document information record. The change process is now complete. Next, let's move on to the display process. 58</p><p>Transaction CV03N: Displaying a Document Information Record 3.4 3.4 Transaction CV03N: Displaying a Document Information Record Using Transaction CV03N (Display Document), you can display the docu- ment information record you created earlier. When displaying a docu- ment information record, you can review a variety of information. In this section, we'll go through step-by-step instructions for displaying key information. Keep in mind that it's also possible to review much of this information during the creation or change process. Key items you might want to review when displaying a document infor- mation record include the following: An original file The status network The change history for the document information record The number of versions of the document information record 3.4.1 Display an Original File Associated with the Document Information Record Using Transaction CV03N, open one of the document information records you created during the previous exercises. Double-click on one of the original files, or select the original file and then click on the DISPLAY ORIGINAL button. The original file opens in its corresponding application. 3.4.2 Display the Status Network Each document type has a status network associated to it. As mentioned previously, the status network represents the lifecycle of the document information record. A simple example of a status network is that a docu- ment information record starts in the status of "In Work." At some point in time, a review needs to take place, and the document information record is set to a status of "In Review." After the review is held, and if everything is okay, the document information record status is set to "Released." This is the final state. 59</p><p>3 SAP DMS Step-by-Step Instructions To display the status network for a document information record, fol- low the menu path: EXTRAS DISPLAY STATUS NETWORK. As shown in Figure 3.16, a popup screen appears with a graphical display of the status network. Status network display options Status Network Edit Goto Settings Help Display Area AR Archived A RJ Rejected WR IW IR Work Request In Work Inspection Req. P Navigation Area Figure 3.16 Display of the Status Network Color display in You'll notice that statuses display in yellow, green, or red. Yellow rep- the status network resents the current status of the document information record. Green represents statuses that can be set. Red means that you can't set these statuses based on the current status of the document information record. 60</p><p>Transaction CV03N: Displaying a Document Information Record 3.4 3.4.3 Review the Change History for the Document Information Record It's important to be able to view the change history for a document infor- mation record. To have a controlled system, you need to know three basic elements: who has changed the data, when the data change occurred, and what specifically was changed. SAP software excels at capturing this type of information. To display the change history for the document information record, follow the menu path: ENVIRONMENT DISPLAY CHANGES. The result is shown in Figure 3.17. List Edit Goto Settings System Help Display Change Documents for Documents Changes to Document DRW / 55555559216 / 000 / 00 Category Object Field Name Status Old New User Date Time Tcode Changes to Object Links Material Master Created 000000000050000402 LUS00035 24.02.2013 10:20:21 CV02N Material Master Deleted 3007-05 LUS00035 24.02.2013 10:20:21 CV02N Material Master Created 3007-05 LUS00035 24.02.2013 10:17:57 CV02N Changes to Originals Original: URD CHECKOUT_USER (Name of person responsible) Changed LUS00035 LUS00035 02.03.2013 07:02:36 CV02N Original: URD Changed Original Checked Out LUS00035 02.03.2013 07:02:36 CV02N Original: URD Created LUS00035 24.02.2013 10:02:02 Changes to Descriptions Language: F Created Moi Document LUS00035 24.02.2013 10:06:16 CV02N Language: E Created My Test Document LUS00035 24.02.2013 10:02:02 CVOIN Changes to Fields DOKST Changed AA IA LUS00035 02.03.2013 07:02:36 CV02N Created LUS00035 24.02.2013 10:02:02 CVOIN Figure 3.17 The Change History for a Document Information Record The change history report is broken down into multiple sections, which Change history include changes to objects, descriptions, and fields. As mentioned previ- report ously, with each change, you can find out who made the change, when the change was made, and what was changed. 61</p><p>3 SAP DMS Step-by-Step Instructions 3.4.4 Check How Many Versions Are Available for a Document Information Record When reviewing a document information record, it's important to be able check whether other versions of the document information record are available. For example, someone might have created a new version and might be in the process of making updates. To check whether other versions of the document information record are available, follow the menu path: EXTRAS VERSIONS. As shown in Figure 3.18, you can see the other available versions of the document information record and the current status of those versions. You can open a version of the document information record by selecting and double-clicking it. System Help Document Versions Choose Documents DRW/55555559216/000/xx Latest Version On 02.03.2013 DRW/55555559216/000/01 Excepti, Versio Status Change Numb Description Valid From Valid To 00 IW My Test Document 01 WR My Test Document Figure 3.18 Displaying Available Document Versions The display process is now complete. Next, let's move on to searching for the document information records you've created. 3.5 Transaction CV04N: Searching for a Document Information Record Now that you've mastered the basic concepts of creating, changing, and displaying document information records, you'll next learn how to search for them. One of the key capabilities and benefits of implementing SAP DMS is the ability to search for what has been stored, and the search trans- action allows you to find the proverbial needle in the haystack. Without 62</p><p>Transaction CV04N: Searching for a Document Information Record 3.5 search capabilities, you would only have a bunch of documents stored in a secure system, which would be no better than having the documents stored on a shared drive somewhere or placed in a folder on your desk. Using Transaction CV04N (Find Document), you can search for documents using a variety of methods. This includes searching by the following: Basic document attributes Additional attributes or classifications Object links Texts or long text Full text As shown in Figure 3.19, each method relates to a different tab in the FIND DOCUMENT transaction. You're not limited to searching by a single method or tab at a time; if you want, you can mix and match different methods. For example, you can find all document information records of type "DRW" that have the word "Pump" in their description. To execute this search, you need to enter search criteria on the DOCUMENT DATA (*) and TEXTS tabs. Selection Variant System Help Find Document: Selection Criteria Execute Choose Save Reset Display Document As Document Data (*) Classification Object Links Texts Document Browser Key Fields Document Document Type Document Part Document version Maximum Number of Hits 100 Figure 3.19 Tabs in the Find Document Transaction 63</p><p>3 SAP DMS Step-by-Step Instructions 3.5.1 Search for a Document Information Record by Document Type and User In this first search example, you'll learn how to search by document type and user to get you acquainted with the use of the Find Document transaction. The goal of this search is to find all document information records of type "DRW." This will locate all of the document information records you created earlier in this chapter. As search criteria, enter "DRW" in the DOCUMENT TYPE field and your user name in the USER field as shown in Figure 3.20. Click on the EXECUTE button to start the search. Selection Variant System Help Find Document: Selection Criteria Execute Choose Save Reset Display Document As Document Data (*) Classification Object Links Texts Document Key Fields Document Document Type DRW Document Part Document version Maximum Number of Hits 100 Other Selection Criteria Language EN Description User LUS00035 Lab/Office Change Number Figure 3.20 Search Criteria to Locate Document Information Records by Type and User As shown in Figure 3.21, the document information records matching the search criteria are returned. You can double-click on a document 64</p><p>Transaction CV04N: Searching for a Document Information Record 3.5 information record in the list to open the record. From here, you can proceed with updating the document information record if required. List Edit Goto Settings Extras System Help Document List After Selection 2 Hits Processes Choose Save Thumbnails (Images) Type Document Vr Part Rev User Description Status text Change No. DRW 55555559216 00 000 LUS00035 My Test Document In Work DRW 55555559216 01 000 LUS00035 My Test Document Work Request Figure 3.21 Search Results Returned for Document Search 3.5.2 Search for a Document Information Record by Document Type and Classification Attributes Earlier in this chapter, you learned about the importance of the attributes maintained on the ADDNL DATA tab. Through the following example, we'll show you the benefit of these attributes. Defining and spending time figuring out which attributes should be associated with a document information record will pay off by decreasing the time users will spend searching. For the example, you'll be using document type "DRW." This document type has an associated default class, which in turn has the following associated attributes or characteristics: FORM SIZE DATA CARRIER LINE NUMBER For search criteria, enter the value "DRW" in the DOCUMENT TYPE field, and then select the CLASSIFICATION (*) tab. As shown in Figure 3.22, enter values for FORM SIZE and DATA CARRIER. Use the values you entered during the previous exercises. Click on the EXECUTE button to start the 65</p><p>3 SAP DMS Step-by-Step Instructions search. Document information records matching the search criteria will be returned. Selection Variant System Help ? Find Document: Selection Criteria Execute Choose Save Reset Display Document As Document Data (*) Classification (*) Object Links Texts Document Browser Class DRW CLASS DRW Class Class Type 017 DRW Class Form Size Data Carrier MICROFICHE FOIL Line Number Figure 3.22 Searching by Classification of a Document Information Record 3.5.3 Search for a Document Information Record by Object Link When you created document information records earlier in this chapter, you linked them to a material master. You can also find all document information records linked to a specific object. This is powerful because you can find all document information records related to a single object or set of objects in one search. Material master Select the OBJECT LINKS tab, and then select the MATERIAL MASTER tab. object links As shown in Figure 3.23, enter the material master number to which you linked your document information record in the earlier exercises. Click on the EXECUTE button to start the search. Document information records matching the search criteria will be returned. 66</p><p>Transaction CV04N: Searching for a Document Information Record 3.5 Selection Variant System Help Find Document: Selection Criteria Execute Choose Save Reset Display Document As Document Data (*) Classification (*) Object Links Texts Document Browser Material Component Material Master Measuring Points Network Material 1300-111 Figure 3.23 Searching for Document Information Records by Object Links 3.5.4 Search Long Text for a Document Information Record You can search for document information records by long text. The long text is what is maintained beyond the short description. Instructions for maintaining long text were given earlier in Section 3.2.2. Selection Variant System Help Find Document: Selection Criteria Execute Choose Save Reset Display Document As Document Data (*) Classification (*) Object Links (*) Texts Document Browser Language EN AND OR Search term *X6312* BUT NOT BUT NOT BUT NOT Figure 3.24 Searching for a Document Information Record by Long Text 67</p><p>3 SAP DMS Step-by-Step Instructions To search for document information record by long text, select the TEXTS tab. As shown in Figure 3.24, under SEARCH TERM, enter a value to search for. You may use as a wildcard character. You can also enter multiple values to search on, using the "and" and "or" operators. After you've entered search criteria, click on the EXECUTE button to start the search. Document information records matching the search criteria will be returned. 3.5.5 Full-Text Search You can also do a full-text search on the contents of original files that are stored in the system. The use of a full-text search requires a content server to be set up and the settings for indexing to be complete. These topics are discussed in Chapter 5, regarding the SAP DMS infrastructure. To execute a full-text search, enter the term you want to search on in the SRCH TXT field. An example is shown in Figure 3.25. Click on the EXECUTE button to execute a full-text search through the original files that have been indexed by the indexing process. After searching through the index, the document information records that have original files associated with the search term will be returned in the search list. Authorization Group Deletion indicator CAD Indicator Text Search Within Original Srch Txt Specification Figure 3.25 Searching for a Document Information Record using a Full-Text Search 3.6 Additional SAP DMS Functionalities So far in this chapter, you've learned the basics of creating, changing, displaying, and searching for document information records. Let's move on to additional functionalities that can be used during the creation, change, or display processes. These functions cover a wide variety of 68</p>